Blog

2018 Beacon EOFY Guide

5 June

Quick Check List

EMAIL Support regarding any EOM/EOFY issues

EOFY period is our busiest time of the year. We recommend that you EMAIL us any issues, queries to Support email address:

support@beaconsoftware.com.au

Problem description and screen shot of the issue will be useful.

 

Each point is explained in detail below. 

  1. Check Current Month/Year and Current GL Period = June 2017
  2. Process any outstanding payments, receipts for Customers, if required at your site
  3. Allocate any outstanding unallocated Payments, if required at your site
  4. Run End of Weekly, End of Fortnightly rollovers if required at your site
  5. Complete any outstanding Supplier Invoices, Credits, Returns and Delivery Dockets
  6. Complete PDT/Manual Stocktakes if required
  7. Recalculate Stock On Hand, run the option from ‘Tools > Restricted Functions > Rebuild Stock on Hand’
  8. Complete Shift Reconciliations up to 30th June
  9. Suspend Inbox Processor. Select NO to ‘Do you wish to Start Inbox Processor’ prompt after the last shift Rec for June
  10. Close and EXIT Inbox Processor and Megalink Control Panel
  11. Print necessary Reports at your site and save to C:\Beacon\Reports\2018EOFYReports
  12. Close and EXIT Beacon application on TERMINALs. This includes AutoPro Terminals, BO Terminals and MSO Terminals
  13. Take your own Beacon backup for your future reference, via Windows explorer, if required
  14. When ready, proceed to Periodic > End of month rollover
  15. At Site, EOM/EOFY must be done on the Back Office Server. Not via a Terminal
  16. At Head Office, if you are a HO that runs EOM/EOFY, this must be done on the MSO Server. Not via a Terminal
  17. Monitor the progress of EOM and EOFY
  18. Confirm EOM/EOFY has been completed successfully

 

1. Check Current Month/Year

The End Of Financial Year (EOFY) will be rolled over as part of June End Of Month (EOM) process, PROVIDED that the current General Ledger period is set to Period #12 – June 2018. To check this, go to ‘Help > Database Snapshot’ and confirm that the “Current GL Period” = 201712 (June 2018).

After checking the Current GL period, you may proceed with June EOM.

 

Prior to – End of month rollover

The EOM can be done at any time, but should be done right after reconciling the last shifts for the month that you are rolling (June 2018). Shifts from the next month (July) should remain unreconciled until after June EOM and EOFY have been completed. Below are a list of things we suggest you check prior to June EOM.

Please Note, this is a ‘generic’ Check List for all Customers. Some of these may not be applicable to your site.

 

2. Process Customer Receipts/Payments

Process any Customer receipts, monthly account fees and overdue charges. If applicable to your site.

 

3. Process Unallocated Payments

Allocate necessary ‘unallocated’ payments for customers, if applicable to your site.

 

4. Process Weekly and Fortnightly customer rollovers

If you have ‘Weekly’ or ‘Fortnightly’ customers you should rollover those periods before rolling the June EOM.

 

5. Process Supplier Invoices

Process and complete required Supplier Tax Invoices, Credits, Returns, Delivery Dockets for the current month (June) PRIOR TO 1st JULY 2018 where possible. Avoid entering any Supplier Tax Invoices, Credits and Delivery Dockets to the system on 1st JULY 2018 until AFTER EOFY has been completed, where possible.

 

6. PDT / Manual Stocktakes

Complete and update stock takes if required.

 

7. Recalculate Stock On Hand

Perform a Stock SOH Recalculation to make sure Stock Valuation before and after June EOM/EOFY is correct. This can be done via, Tools > Restricted Functions > Rebuild Stock on Hand.

 

8. Complete Shift Reconciliations up to 30th June

Complete all shift reconciliations for the current month, up to 30th June 2018.

 

9. Suspend & EXIT (CLOSE) Inbox Processor application

Depending on the day that you are performing the last Shift Reconciliation for June, you may see one of the below messages. If you see below message, press Ok.

If you see this message, remember to say ‘No’ to start Inbox Processor after last Shift Reconciliation (for 30th June).

This will Suspend Inbox Processor.

Prior to starting June EOM/EOFY, Close Inbox Processor application by pressing ‘x’ on top right hand corner.

This will prevent any new data being updated in to Back Office database.

Inbox Processor application will prompt below warning when ‘x’ is pressed, select ‘Yes’ here.

 

10. Close and EXIT Megalink Control Panel

This is to ensure that Beacon EOFY backup can take place without file access errors.

You will find Megalink icon in system tray, right click the icon and select ‘Quit’.

You can also exit Megalink Control Panel by pressing ‘x’ button

Answer ‘Yes’

Transactions cannot be processed in the back office from this point until the EOM/EOFY have been completed

 

 

11. Print necessary Reports

It is important at the end of June that the following reports are printed AND saved as a PDF file before the End of Month. We recommend that a folder in ‘C:\Beacon\Reports\2018EOFYReports’ is created for these reports to be saved to. If you are part of a Head Office and/or do not use Beacon GL, you may not require some reports.

 

Make sure you tick ‘exclude unreconciled shifts’ option on some of those reports

– Customer aged trial balance from the Customer menu > Customer reports

– Supplier aged trial balance from the Supplier menu –>Supplier reports

– Stock valuation report from the Stock menu > Stock reports

– General Ledger trial balance from the General Ledger menu > Trial Balance

 

 

12. Close and EXIT Beacon application on TERMINALs

It is important that you Close and Exit out of Beacon application on any TERMINAL computer that has Beacon running. This includes,

  • AutoPro site with Terminals
  • Normal site with a Back office server and a Terminal hooked up to it
  • If you are a Head Office (MSO) that runs EOM, we recommend to get all Terminal users to close and exit from Beacon application prior to EOM/EOFY

 

 

13. Take your own Beacon backup

You should create your own copy of the Beacon folder prior to the June EOM/EOFY purge. Beacon EOM/EOFY will also take a couple of data backups during the process, but these do not contain all necessary files (Ie exe’s, dll’s, .dat) in order to run Beacon application. In an event where you require to access past transactional data and that data has been purged, additional charges will apply to resurrect your purged data. Charges will apply based on time required to restore the data. So even if you don’t see any need to access the purged data it is recommended you still take a copy of the Beacon to avoid any additional charges. Follow the below steps to make a copy of your Beacon data.

  • Close / Exit Megalink Control Panel > Should have been done already, as above
  • Close / Exit InboxProcessor.exe > Should have been done already, as above
  • Open up Windows Explorer (to do this hit start > run > explorer

  • You should see an existing Beacon folder (usually on the C:\)
  • Right click in the windows explorer screen to the right of the Beacon folder and select New > Folder

  • Rename this folder from New Folder to Beacon.EOFY2018
  • Double click on the C:\Beacon folder
  • Press Ctrl + A to select all items in the folder then hold the Ctrl key and de-highlight the backup, inbox, log and outbox folders (as these folders are not required they will be excluded from the copy)

  • Press Ctrl + C to copy all the select contents of the Beacon folder
  • Then navigate back to the Beacon.EOFY2018 folder and right click and select paste (or press Ctrl + V) to copy all the required files and folders

  • The Beacon.EOFY2018 folder should then look similar to the below and will be able to be accessed at no additional cost if required

 

14. To Run – End of Month rollover

Run the End of month rollover from the ‘Periodic’ menu. Periodic > End of month rollover.

During Beacon EOFY, some of your ‘transactional’ data will be purged. Beacon will keep transactional data up to one year and will purge any transactions prior to 1st July of the previous year. With this EOFY, Beacon will retain transactions from 1st July 2017 up to current. Anything that has been reconciled and dated prior to 1st July 2017 will be purged. (Some exclusions apply)

 

15. EOFY must be run on the SERVER not a TERMINAL

At Site, EOM/EOFY must be done on the Back Office Server. Not via a Terminal

At Head Office, if you are a HO that runs EOM/EOFY, this must be done on the MSO Server. Not via a Terminal.

For June EOM, Beacon will display following message.

“Since this is the End of Month for June, it will also perform an End of Year rollover once the End of Month processing is finished. Are you sure you wish to perform this EOM?” 

Select ‘Yes’

If you see below warning message, you require to perform a Blank Shift Reconciliation with Shift Rec date under 30th June 2018, and re-try June EOM.  If you did not see below warning, your EOM will have already been started by now.

Blank shift rec means – no shifts selected.

 

16. Monitor the progress of EOM and EOFY

Once started, June EOM and EOFY will go through a series of Tasks. Each progress dialog will indicate where Beacon is up to at that point in time. Below are a few screenshots of different stages of the EOFY process.

Beacon will complete an EOY backup. This mainly contains Beacon DATA files. You must take a full back up via Windows explorer. Instructions on ‘How To’ under a different section of this document.

At the end of EOFY process, Beacon will prompt you with a confirmation message. Press Ok.

Once the EOFY has been completed, Exit out of Beacon application. Then log back on.

 

17. Error Messages during June EOM/EOFY

IMPORTANT – If you see a message stating that the “EOY rollover has NOT been completed” and or any other Beacon ERROR messages, you should not continue. Call Beacon support immediately.

EMAIL Support regarding any EOM/EOFY issues

EOFY period is our busiest time of the year. We recommend that you EMAIL us any issues, queries to Support email address: support@beaconsoftware.com.au

Problem description and screen shot of the issue will be useful.

 

18. Confirm EOM/EOFY has been completed successfully

Once EOM/EOFY have been completed, go back in to Help > Database Snapshot to confirm

  • ‘Current Month/Year’ is July 2018
  • and
  • ‘Current GL Period’ is 201801 (July 2018)

You may now start Megalink and Inbox Processor